Logistics Officer, Partnership 89 views

Core Details

Our package: Internal Grade:	According to Oxfam Salary Scale D2 National
Contract type:	Fixed term (1 years)
Hours of work:	37.5 per week. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at interview stage
This role reports to:	Country Logistics Manager
Staff reporting to this post:	None
Annual budget for the post:	N/A
Key relationships/interactions:
Screening checks:	All successful candidates will be screened through Refinitiv World-Check One to comply with counter terrorism and financial sanctions regulations.

 

Shaping a stronger Oxfam for people living in poverty.

About Oxfam

Oxfam is a global movement of people who won’t live with the injustice of poverty. Together we save and rebuild lives in disasters. We help people build better lives for themselves. We speak out on the big issues that keep people poor, like inequality, discrimination against women and climate change. And we won’t stop until every person on the planet can live without poverty.

Oxfam GB is a member of the international confederation Oxfam.

OUR TEAM

The Business Support team will be accountable for ensuring that all business procedures (HR, Administration, Security, Logistics and IT) are adhered to and implemented in a manner that is compliant with Oxfam policies, standards and procedures.

In particular, the Logistics Team will provide a professional, business focussed on logistics, delivering proactive solutions based approach for resolving issues and ensuring that the operational business requirements are effectively managed to deliver organisational results, and support the achievement of programme outcomes.

Job Purpose

The main purpose of the Logistics Officer, Partnership is to work as part of the programme team in providing general logistics support to all Oxfam partners, including procurement planning, in coordination with project partners, and also to ensure the safety and security of office premises, give administrative support, and inventory, fleet, archive, distribution, asset and contract management.

In addition, the Logistics Officer, Partnership accomplishes end-to-end logistics support to OXFAM Ethiopia office and implementing partners.

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

Note: All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

Key Responsibilities

1. Partners Management Support: 50%

• To carry out country compliance reviews & identify areas of improvement for all Oxfam partners
• To regularly carry out field visits to assess partners’ (strengths and weaknesses) logistics operations process with the aim to flag risk and establish the needs for future training, development etc.
• When on visits, identify areas those needs improvements (weakness) in other support functions and advise on key/main areas of related systems or processes. Direct non-standard or complex issues to relevant experts
• To support partners to organize all logistics process including purchasing, distribution, asset, warehousing, communication and transport.
• To systematically conduct partner’s logistics capacity assessment using the PARCEL assessment tools and or any other tools prior to any partnership agreement.
• To conduct the assessment of the organizational capacity of partners, identify gaps and develop capacity building plan in consultation with the logistics manager and partnership coordinator.
• To supervise distributions of goods and supplies, Warehousing and stock management including donations-in-kind relating the Oxfam project and ensure that the necessary documentations have been handled.
• To respond to any questions related to lease and property agreements between Oxfam, partner and suppliers.
• To ensure that all assets given to the partner must be used for the purpose it was given for Oxfam by conducting regular and surprise monitoring visits.
• To ensure that partners have maintained a detailed fixed asset register for each individual asset with a value of £300 and more.
• To ensure that the disposal of assets bought with Oxfam GB funds by a partner will require authorization from Oxfam GB.
• To ensure that there should be an efficient procurement system and processes that guarantee goods and services are procured in accordance with the organization policy and any donor requirement.
• To support partner in developing and implementing the internal control systems in order to responsibly manage their logistics and effectively comply with contractual obligations.
• To support partner to maintain records of and contacts with suppliers and local repair/maintenance outfits, and conduct regular market surveys, to get the best prices.
• To assist partners to plan, implement and monitor effective vehicle management systems.
• To assist partners to ensure that all guidelines, aids and tools on vehicle management are effectively implemented and monitored.
• Manage importation documentation, such as airway bills, bills of lading, commercial invoices and other import or export documents as required.

2. OXFAM Ethiopia Logistics Support: 50%

• Assist with the importation of OXFAM program commodities, vehicles, furniture, equipment and supplies;
• Respond to and take initiative to anticipate administrative logistics activities, by providing and supporting updates to forms, documents, logistics system and spreadsheets, and coordinating with teams or offices to collect ad hoc reports processes;
• Demonstrate organization in work activities and time management in order to ensure logistics inquiries are responded to in a timely, knowledgeable, and professional manner and, where requests and/or questions must be passed to another team or department for action or inquiry, provide follow up, as needed, until the action has been completed.
• Assist the Logistics Manager to document and inform partners on all program logistics matters at the pre-award orientation, and throughout the contract/award administration;
• Facilitate the work with the OXFAM Program teams and to draft, clear, and submit necessary program logistics documentation for approval.
• To provide cover for Logistics staff in other bases as may be requested within the programme.
• Assist the distribution of property when contracts or assistance agreements close.
• To comply with all Oxfam GB logistics procedures, policies and rules
• To show commitment to Oxfam’s mission, aims & objectives.
• Any other duties that maybe assigned by the line manager

3. Other

• Required to adhere to Oxfam’s principles and valuesas well as the promotion of gender justice and women’s rights
• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.

Job Requirements

Essential

• Bachelor (BA) or Degree from a recognised university/collage in Logistics, Operations or any other areas that can bring an added value to the post.
• Relevant logistic experience of 4-5 years (including, warehouse, partner capacity building, and Asset management and control and property and security services) for, preferably in an international NGO.
• At least 2-3 years of progressively responsible experience related to program logistics.
• Experience with local civil society organization and/or experience with the administration of implementing procurement and contract agreements.
• Good comprehension on security issues and clarity on reporting on them.
• Good communication skills, in written and verbal English and Amharic.
• Ability to adjust to constantly changing situations while maintaining focus on delivery and follow-through
• Able to work with little supervision, use initiative to a good degree, work creatively and effectively.
• Good interpersonal and team working skills
• Computer knowledge, MS word and excel
• Commitment to Oxfam’s equal opportunity and gender policies.
• Demonstrated experience of integrating gender and diversity issues into logistics programmes
• Driving licence and use of it in insecure contexts.
• Flexibility in terms of travel and working hours.
• Willingness to travel including medium/high risk areas

Desirable

• Knowledge of Oxfam systems specially on logistics is an asset

 Key Attributes

• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work
• Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible

 Organisational Values

• Accountability– Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions
• Empowerment– Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen
• Inclusiveness– We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences

Note to candidates: Shortlisted candidates will be assessed on our organisational values and attributes at the interview stage. The successful candidate(s) will be expected to adhere to our code of conduct. We encourage candidates to read and understand our code of conduct here.

At Oxfam, our job descriptions provide a guide to what might be expected in the role. Along with our strategy the job profile is used to help to shape specific objectives for employees. Employees are supported to deliver these objectives and they are annually assessed against them as part of the Oxfam performance review process. This job profile is not incorporated into the employment contract.

How to Apply

As part of your online application, please upload your up to date CV and a covering letter explaining your suitability against the essential criteria in the job profile through using Oxfam internal application portal (for external applicants: (https://jobs.oxfam.org.uk/) and for internal applicants: (https://jobs.oxfam.org.uk/internal or [email protected] – any external applicants applications on these sites will not be considered) on or before 26th August 2019. Your application will be shortlisted based on your CV and your responses to the above questions. You need not comment on your suitability against the essential criteria in the job profile.

Only shortlisted candidates will be contacted.